2 Word 2013 Level 1 Unit 2Enhancing and Customizing Documents
Chapter 8 Merging Documents
Slide 4
Paradigm Publishing, Inc. 3 Merging Documents Complete a Merge
Complete a Merge Merge Envelopes Merge Envelopes CHECKPOINT 1
CHECKPOINT 1 Merge Labels Merge Labels Merge a Directory Merge a
Directory Edit a Data Source File Edit a Data Source File Input
Text during a Merge Input Text during a Merge Merge Using the Mail
Merge Wizard Merge Using the Mail Merge Wizard CHECKPOINT 2
CHECKPOINT 2 Quick Links to Presentation Contents
Slide 5
Paradigm Publishing, Inc. 4 Complete a Merge A merge generally
takes two files: the data source file and the main document. The
main document contains the standard text along with fields
identifying where variable information is inserted during the
merge. The data source file contains the variable information that
will be inserted in the main document.
Slide 6
Paradigm Publishing, Inc. 5 Complete a Merge - continued Before
creating a data source file, determine what type of correspondence
you will create and the type of information you will need to insert
in the correspondence. Variable information in a data source file
is saved as a record. A record contains all of the information for
one unit (for example, a person, family, customer, client, or
business). A series of fields makes one record, and a series of
records makes a data source file.
Slide 7
Paradigm Publishing, Inc. 6 To create a data source file:
1.Click MAILINGS tab. 2.Click Select Recipients button. 3.Click
Type a New List at drop-down list. continues on next slide Complete
a Merge - continued Select Recipients button
Slide 8
Paradigm Publishing, Inc. 7 Complete a Merge - continued 4.Type
data in predesigned or custom fields. 5.Click OK. New Address List
dialog box
Slide 9
Paradigm Publishing, Inc. 8 Complete a Merge - continued To
customize the predesigned fields: 1.At New Address List dialog box,
click Customize Columns button. 2.Click Add, Delete, or Rename
buttons. 3.Click OK or Yes at any confirmation dialog boxes.
4.Click OK to return to New Address List dialog box. Customize
Address List dialog box
Slide 10
Paradigm Publishing, Inc. 9 Complete a Merge - continued To
create a main document: 1.Click MAILINGS tab. 2.Click Start Mail
Merge button. 3.Click desired document type at drop-down list.
4.Type main document text and insert fields as needed. Insert Merge
Field button
Slide 11
Paradigm Publishing, Inc. 10 Complete a Merge - continued
Insert Greeting Line dialog box Click the Greeting Line button and
the Insert Greeting Line dialog box displays with options for
customizing how the fields are inserted in the document to create
the greeting line.
Slide 12
Paradigm Publishing, Inc. 11 Complete a Merge - continued To
view the main document: 1.Click MAILINGS tab. 2.Click Preview
Results button. Preview Results button
Slide 13
Paradigm Publishing, Inc. 12 Complete a Merge - continued To
automatically check for errors: 1.Click MAILINGS tab. 2.Click Auto
Check for Errors button. 3.At Checking and Reporting Errors dialog
box, click desired option. 4.Click OK. Checking and Reporting
Errors dialog box
Slide 14
Paradigm Publishing, Inc. 13 Complete a Merge - continued To
merge documents: 1.Click Finish & Merge button. 2.Click Edit
Individual Documents at drop-down list. 3.Make sure All is selected
in Merge to New Document dialog box. 4.Click OK. Finish & Merge
button
Slide 15
Paradigm Publishing, Inc. 14 To merge envelopes: 1.Click
MAILINGS tab. 2.Click Start Mail Merge button. 3.Click Envelopes at
drop-down list. continues on next slide Merge Envelopes Envelopes
option
Slide 16
Paradigm Publishing, Inc. 15 Merge Envelopes - continued 4.At
Envelope Options dialog box, specify desired envelope size and make
any other changes. 5.Click OK. Envelope Options dialog box
Slide 17
Paradigm Publishing, Inc. 16 Merge Envelopes - continued To
identify an existing data source file: 1.Click MAILINGS tab.
2.Click Select Recipients button. 3.Click Use Existing an List at
drop-down list. 4.At Select Data Source dialog box, navigate to
folder that contains data source file you want to use and double-
click file. Use an Existing List option
Slide 18
Paradigm Publishing, Inc. 17 Merge Envelopes - continued To
insert the AddressBlock field: 1.Click in envelope to position
insertion point where recipients address should appear. 2.Click
Address Block button. 3.Click OK. insertion point
Slide 19
Paradigm Publishing, Inc. 18 1)This document contains the
standard text and/or the fields. a.standard b.main c.data source
d.default 1)This document contains the standard text and/or the
fields. a.standard b.main c.data source d.default 3)The
AddressBlock field is an example of this type of field that groups
a number of fields together. a.coordinate b.collaborative
c.collective d.composite 3)The AddressBlock field is an example of
this type of field that groups a number of fields together.
a.coordinate b.collaborative c.collective d.composite 2)Variable
information in a data source file is saved as this. a.a file b.a
field c.a record d.a code 2)Variable information in a data source
file is saved as this. a.a file b.a field c.a record d.a code 4)To
search for and preview merged documents with specific entries,
click this button. a.Find Recipient b.Replace Entry c.Locate
Recipient d.Specific Entry 4)To search for and preview merged
documents with specific entries, click this button. a.Find
Recipient b.Replace Entry c.Locate Recipient d.Specific Entry Next
Question Next Slide Answer
Slide 20
Paradigm Publishing, Inc. 19 Merge Labels To merge labels:
1.Click MAILINGS tab. 2.Click Start Mail Merge button. 3.Click
Labels at drop- down list. continues on next slide Labels
option
Slide 21
Paradigm Publishing, Inc. 20 Merge Labels - continued 4.Select
desired label at Label Options dialog box. 5.Click OK. Label
Options dialog box
Slide 22
Paradigm Publishing, Inc. 21 Merge a Directory To merge a
directory: 1.Click MAILINGS tab. 2.Click Start Mail Merge button.
3.Click Directory at drop- down list. Directory option
Slide 23
Paradigm Publishing, Inc. 22 Edit a Data Source File To edit a
data source file: 1.Open main document. 2.Click MAILINGS tab.
3.Click Edit Recipient List button. 4.Make desired changes at Mail
Merge Recipients dialog box. 5.Click OK. Mail Merge Recipients
dialog box
Slide 24
Paradigm Publishing, Inc. 23 Edit a Data Source File -
continued Each record in the Mail Merge Recipients dialog box
contains a check mark before the first field. To select specific
records, remove the check mark from those records you do not want
included in a merge. check box
Slide 25
Paradigm Publishing, Inc. 24 Edit a Data Source File -
continued At the Edit Data Source dialog box you can add a new
entry, delete an entry, find a particular entry, and customize
columns. Edit Data Source dialog box
Slide 26
Paradigm Publishing, Inc. 25 Input Text during a Merge To
insert a Fill-in field: 1.Click MAILINGS tab. 2.Click Rules button.
3.Click Fill-in at drop-down list. continues on next slide Fill-in
option
Slide 27
Paradigm Publishing, Inc. 26 Input Text during a Merge -
continued 4.Type prompt text. 5.Click OK. 6.Type text to be
inserted in document. 7.Click OK. Insert Word Field: Fill-in dialog
box
Slide 28
Paradigm Publishing, Inc. 27 Merge Using the Mail Merge Wizard
To access the Mail Merge Wizard: 1.Click MAILINGS tab. 2.Click
Start Mail Merge button. 3.Click Step-by-Step Mail Merge Wizard at
drop-down list. Step-by-Step Mail Merge Wizard option
Slide 29
Paradigm Publishing, Inc. 28 Merge Using the Mail Merge Wizard
- continued To complete Step 1: 1.Select type of document you want
to create. 2.Click Next: Starting document hyperlink to go to Step
2. Step 1 task pane
Slide 30
Paradigm Publishing, Inc. 29 Merge Using the Mail Merge Wizard
- continued To complete Step 2: 1.Select starting document. 2.Click
Next: Select recipients hyperlink to go to Step 3. Step 2 task
pane
Slide 31
Paradigm Publishing, Inc. 30 Merge Using the Mail Merge Wizard
- continued To complete Step 3: 1.Select recipients. 2.Click Next:
Write your letter hyperlink to go to Step 4. Step 3 task pane
Slide 32
Paradigm Publishing, Inc. 31 Merge Using the Mail Merge Wizard
- continued To complete Step 4: 1.Write your main document. 2.Click
Next: Preview your letters hyperlink to go to Step 5. Step 4 task
pane
Slide 33
Paradigm Publishing, Inc. 32 Merge Using the Mail Merge Wizard
- continued To complete Step 5: 1.Preview your merged documents.
2.Click Next: Complete the merge hyperlink to go to Step 6. Step 5
task pane
Slide 34
Paradigm Publishing, Inc. 33 Merge Using the Mail Merge Wizard
- continued To complete Step 6: 1.Complete merge by sending merged
document to printer or edit merged document. Step 6 task pane
Slide 35
Paradigm Publishing, Inc. 34 1)Select this type of main
document when you want to create a list. a.letter b.directory
c.label d.envelope 1)Select this type of main document when you
want to create a list. a.letter b.directory c.label d.envelope 3)A
Fill-in field is inserted in a main document by clicking this
button. a.Insert Merge Field b.Edit Recipient List c.Find Recipient
d.Rules 3)A Fill-in field is inserted in a main document by
clicking this button. a.Insert Merge Field b.Edit Recipient List
c.Find Recipient d.Rules 2)If you do not want a specific record
included in a merge, remove this in the Mail Merge Recipients
dialog box. a.arrow b.dash c.check mark d.circle 2)If you do not
want a specific record included in a merge, remove this in the Mail
Merge Recipients dialog box. a.arrow b.dash c.check mark d.circle
4)The Mail Merge Wizard guides you through the merge process in how
many steps? a.2 b.4 c.6 d.8 4)The Mail Merge Wizard guides you
through the merge process in how many steps? a.2 b.4 c.6 d.8 Next
Question Next Slide Answer
Slide 36
Paradigm Publishing, Inc. 35 Merging Documents Create and merge
letters, envelopes, labels, and a directory Create custom fields
for a merge Edit main documents and data source files Input text
during a merge Summary of Presentation Concepts
